Motor Pool Regulations and Reservation Process

State-owned vehicles may be used only for official state business. Authorized drivers must comply with M.S.16B.55 and the Department of Finance and Administration policies and procedures regarding use of state vehicles. Drivers are required to observe all ordinances and laws pertaining to the operation of motor vehicles. Before you drive a WSU motor pool vehicle, please familiarize yourself with the regulations. Additionally, please read the guidelines regarding reserving a state vehicle before you completing the Vehicle Request Form.

Regarding the Vehicle Request Form, you must complete the
on-line form in its entirety. When considering departure and return
times, be sure to allow yourself enough travel time (allow for weather,
traffic, late meetings, etc.).

Note: Due to the very close scheduling of vehicles, a vehicle
may not be picked up earlier or returned later than the times you
indicate on the vehicle request form.

If more than one individual may be driving the state vehicle on a
particular trip, all drivers must be entered on the Vehicle Request
Form. If this list changes after you have submitted the form, you must
go back and edit the changes to update drivers' names before you take
the trip using the Motor Pool Reservation Change form.

The vehicle reservation office reserves the right to change the
type of vehicle to an alternate vehicle if circumstances arise
that make this change necessary.

Canceling a Motor Pool Reservation

If your plans change and you no longer need the motor pool vehicle,
return to your original Vehicle Request Form and cancel the reservation
online.

You must cancel at least one working day in advance to avoid a charge to your account.

For example:

If you have a vehicle reserved for Monday at 8am, you
would need to cancel by the preceding Friday at 8am to avoid a daily
rate charge to your account; or

If you have a vehicle reserved for Monday at 8am and the
preceding Friday was a holiday, you would need to cancel by the
preceding Thursday at 8am to avoid the charge. A holiday does not
count as a "working day"; or

If you cancel a reservation that is for more than one day,
you will be charged for two days if cancelled less than 24 hours from
departure.

The only exceptions would be for mechanical problems with the
vehicle (causing it to be "out of service"), unsafe travel conditions
caused by weather, or if the vehicle has not been returned on time by
the previous driver.

Picking up and Returning Vehicle

Remember, you are driving a vehicle identified as WSU
property--please drive accordingly. Members of the public have, in the
past, called WSU to report dangerous and/or illegal driving involving a
WSU vehicle.

The WSU motor pool parking area is located in the South end of
the IWC Gold Main lot, facing Mark Street. This section of the lot has
been reserved for WSU motor pool use only! There is not an assigned
space for each vehicle. This lot is well lit; however, if you have a
safety concern, please contact the Security Office (507.457.5555) if you
wish to request an escort.

Drivers using a motor pool vehicle are allowed to park their
personal vehicles in this lot while they are using the motor pool
vehicle. You may only park one personal vehicle in place of the vehicle
you have reserved. A laminated parking pass is in each WSU vehicle. If
you are leaving your personal vehicle in the lot, place this pass on the
dashboard of your car to avoid a parking ticket. Be sure to return the
pass to the motor pool vehicle when you return.

State vehicles may not be parked at your home overnight. You may
stop at your home to pick up any travel items that you may need; but
you may not keep the car at your home.

Departure and return times are indicated on the "Mileage Log."

Motor pool vehicles may not leave the lot earlier than the time
indicated, nor be returned to the lot later than the time indicated, on
the Mileage Log. Any WSU motor pool vehicle may be in use 24 hours per
day, seven days a week. Do not assume, because it is late at night or
during the weekend, that no one else is scheduled to use the vehicle
right after you.

Any person/organization/team who returns a motor pool vehicle
later than the stated return time, without a justifiable reason
(weather, mechanical problems), may be held responsible for the
additional expenses they cause the next person scheduled to use that
vehicle. Additionally, if it becomes necessary to call in someone from
the Facilities Services Office, after normal office hours, to arrange
for another vehicle in the event the scheduled vehicle is not there, the
account on the vehicle request form will be charged for two hours of
overtime pay at time and a half. This is in accordance with the
contractual obligation between the State of Minnesota and Council 5.

Picking up Keys to Motor Pool Car

State vehicles may not be parked at your home overnight. You may stop
at your home to pick up any travel items that you may need; but you may
not keep the car at your home.

Keys for Motor Pool Vehicles may be picked up

Monday through Friday only, during regular office hours.

The office is closed on state holidays.

The keys may be picked up one work day before departure.

For liability reasons vehicle keys will only be issued to individuals listed as driver/s on the reservation.

If it becomes necessary to call in someone from the Facilities
Services Office after normal office hours to hand out vehicle keys, the
cost center on the Travel Request Form/Vehicle Request Form will be
charged for two hours overtime at time and a half. This is in accordance
with contractual obligation between the State of Minnesota and Council
5.

Mileage Log

You must complete a Mileage Log for each trip you take in a Motor Pool
Vehicle. The form will be given to you when you pick up the keys for
the vehicle.

Review the Mileage Log to ensure all information is accurate.
The driver is responsible to complete the beginning and ending mileage,
along with fuel usage.

When you return from your trip, place the completed signed
Mileage Log and with any fuel receipts in the pouch and deposit it in
the cylinder located in the Motor Pool Lot.

Authorized Travel Area for Motor Pool Vehicles

The authorizedtravel area for motor vehicle use includes the
states of Illinois, Iowa, Minnesota, North Dakota, South Dakota, and
Wisconsin. Extended trips are defined as travel outside of these areas
and requests will automatically be forwarded to Mike Pieper for
approval. During times when classes are in session, vehicles will
usually not be released for extended trips due to the high demand for
motor pool vehicles.

Refill the Gas Tank

The gas tank must be re-filled before the car is returned to the motor
pool vehicle lot. If a driver returns a vehicle with less than 1/2 tank
of gas, the account on the vehicle request form will be charged an
additional daily rate.

The credit card for each vehicle is located in the Purple Pouch.
Return the credit card, along with the receipt(s), to the Purple
Pouch. Original fuel receipt must be returned with the pouch.
No receipt will result in the driver being personally responsible for
the cost of fuel. The fuel Voyager Fleet credit card should be
accepted by all service stations. If a problem arises with the Voyager
Fleet Credit Card, call the 800 number on the back of the card. The
credit card may be used only for authorized purchases for the WSU motor
pool vehicle to which the card is issued. Any use of this credit card
for other vehicles is illegal.

12-Passenger Van

If you are considering using a WSU 12-passenger van, you must read the guidelines provided and submit the signature page of the document to the Facilities Services main office. Driving a van of this size is considerably different than driving a university car or a regular sized van. Development of a high-occupancy vehicle training program is under way. Once implemented, it will be mandatory for anyone requesting the use of a 12-passenger van to complete the training. Watch for the updates regarding this procedure.

Additional Miscellaneous Guidelines

Car Seats:Car seats in the mini-vans and full-size vans are not to be removed or
re-installed by anyone except Facilities Services employees. This is
mandatory. If it is absolutely necessary to have one or more seats
removed, you must notify the vehicle reservation office
(facilities@winona.edu) at least two working days in advance of the
scheduled departure.

Smoking policy:
State law does not allow smoking in any WSU vehicle.

Animal/Pet policy:
Animals are not allowed in any WSU vehicle, with the exception
of service animals. If a vehicle must be cleaned because a pet was
transported, a charge will be applied to the account indicated on the
vehicle request form. If necessary, the vehicle may have to be cleaned
professionally, which will be charged to the department/person.

Trash/Garbage:
For your convenience, a waste receptacle is located near the key
drop box. Please dispose of all waste accumulated during your trip
when you return. If the next scheduled driver reports trash left in the
vehicle, the previous driver's account will be charged an additional
daily rate.

Mechanical Problems:
If you experience mechanical problems on the road you may use
the credit card for emergency towing and/or minor repairs. During
University hours please contact Tara Smith, Administrative Assistant TSmith@winona.edu, (507.457.2835). After hours please contact the WSU Security Office (507.457.5555).

Report any suspected mechanical or physical damage problems with
the vehicle to Facilities Services Office. Do not leave a note in the
vehicle or on the clipboard.

Accidents:
If an accident occurs you must fill out an accident report,
which is in the red folder in the black clipboard in the vehicle.
During business hours an accident with a motor pool vehicle, no matter
how minor, must be immediately reported to Tara Smith in the Facilities Service Office
in person or by phone (507.457.5045). After hours please contact WSU
Security at (507.457.5555) to report damage. Legal proof of vehicle
insurance is on the ID card located in the red folder and in the Purple
Pouch.

Lost Keys:
If a Motor Pool Vehicle Pouch is returned without a key, it will
be at the expense of the department/person that reserved the vehicle.
Facilities Services will replace the key but the cost of it will be
charged to the department/person that reserved the vehicle.

Cell Phone Use:

The Department of Finance has issued the following statement regarding the use of cell phones while operating a state vehicle:

"State of Minnesota employees are discouraged from using a cellular phone while operating a motor vehicle in the conduct of state business, except for the purpose of obtaining emergency assistance."

Driving a WSU motor pool vehicle is a privilege and, as such, the privilege may be revoked for misuse, disregard of the regulations governing use of the vehicle, or failure to obey traffic laws.